Aged A/R Inquiry |
  
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The AGED A/R INQUIRY is tool for collections on overdue accounts receivable balances. Within CONFIGURE SYSTEM SETTINGS > ACCOUNTING AR/AP > Aged A/R Status Codes clinics can configure the various Status Codes that will be available to users when updating collection records.
The screen prompts for the selection criteria are:
SELECT BY - When this box is checked, the description ALL REGIONS will display. Individual regions can not be selected when this is checked. If your user id is not set up with multiple region access, this field will be disabled.
REGION - From the drop-down list, select the region for which you wish to run this report. If your user id is not set up with multi-region access, this field will be disabled.
LOCATION - From the drop-down list, select the location for which you wish to run the report. (Access to locations is based on your Application User settings and the Document Parameter settings in Clinic Information.)
STARTING DATE - Enter the starting date for this inquiry.
ENDING DATE - Enter the ending date for this inquiry.
AGE AS OF MONTH END - When this box is checked, invoices are aged according to the month end. When unchecked, invoices are aged according to the system date.
Click CONTINUE to run the report using the selected criteria.
Next the inquiry will load. Users are presented with the Aged Accounts Receivable under the following tabs:
CURRENT - Invoices with balances due up to 30 days old. (Documents that have been posted through DC3 appear darker green and documents which have not been posted through DC3 will appear the lighter green.
31 - 60 - Invoices with balances due between 31 and 60 days old.
61 - 90 - Invoices with balances due between 61 and 90 days old.
OVER 90 - Invoices with balances due that are over 90 days old.
TOTAL - All invoices with balances due.
When presented with the results, each invoice with an outstanding balance is shown on each line. The information presented is:
DOC DATE - The date of the document shows in this column.
T - The type of document shows in this column.
DOC # - The document number shows in this column.
ACCOUNT # - The account number (patient number or funder account number) will show in this column.
ACCOUNT NAME - The account name (patient name or funder name) will show in this column.
LOC - The location assigned to the invoice will show in this column.
ORIG AMT - The full or original amount of the invoice will show in this column.
FUNDER AMT - The amount allocated to a funder on an invoice will show in this column.
DEP AMT - The deposit amount on the invoice will show in this column.
BALANCE - The current balance owed on the invoice will show in this column.
STATUS - The current AGED A/R STATUS CODE (if assigned) will appear here. To record a AGED A/R STATUS CODE to an invoice receivable, click the 
icon in this invoice column to launch the DOCUMENT A/R STATUS window.
The follow information is displayed:
ACCOUNT NUMBER - The account number (patient number) and account name (patient name) for the selected invoice will appear here.
DOCUMENT NUMBER - The document number of the selected invoice will appear here.
A/R STATUS - The current A/R Status will appear here (if one has been selected.) The A/R Status can be edited to any AGED A/R STATUS CODE as required. (AGED A/R STATUS CODE is maintained in CONFIGURE SYSTEM SETTINGS > ACCOUNTING (AR/AP) > Aged A/R Status Codes.
CALL DATE - The last call date of a A/R Status change will appear here or can be edited as needed if creating a new A/R Status.
COMMENT - The last comment of the last A/R Status record will appear hear. If creating a new A/R Status then it will be mandatory for user to enter a COMMENT in order to save the record change.
A history of all recorded notes and status changes will appear for the invoice here as well. All records are sortable by any column selected.
Users can export this invoice's history of AGED A/R STATUS CODE changes and notes to EXCEL using the EXCEL icon. To close the window and save your changes press the CONTINUE icon. To cancel your changes press the CANCEL icon.
The entire AGED A/R INQUIRY as shown can be export by using the EXCEL icon.
Click CANCEL to return to the previous screen.
Click EXIT to close the window.